Updated December 29, 2025
How to Request Reasonable Accommodations: A Step-by-Step Guide for Workers
Did you know that nearly 75% of workplace accommodations cost employers nothing, while the rest typically cost less than $500? Despite this, many California workers struggle to get the reasonable accommodations they need to perform their jobs effectively.
Under California law, you have a right to reasonable accommodations if you have a disability or medical condition. Unfortunately, navigating the request process can feel overwhelming, especially when you're already dealing with health challenges.
The truth is, requesting accommodations is not about seeking special treatment—it's about creating an equal opportunity for you to succeed in your workplace. Whether you need modified equipment, flexible scheduling, or changes to your work environment, these accommodations are legally protected rights.
This step-by-step guide will walk you through the entire process of requesting reasonable accommodations in California. From understanding what qualifies as a disability to knowing what to do if your request is denied, we'll cover everything you need to confidently advocate for yourself at work.
Understanding Reasonable Accommodations
Reasonable accommodations serve as a bridge between your abilities and your job requirements. They represent the foundation of workplace disability rights in California, ensuring that workers with disabilities can fully participate in employment opportunities.
What is considered a reasonable accommodation?
A reasonable accommodation is any change or adjustment to a job, work environment, or the hiring process that allows a qualified individual with a disability to participate equally in the workplace. According to California law, these modifications enable you to perform essential job functions and enjoy the same benefits and privileges as employees without disabilities [1].
The California Fair Employment and Housing Act requires employers with five or more employees to provide reasonable accommodations unless doing so would cause undue hardship [1]. Similarly, the Americans with Disabilities Act (ADA) establishes this requirement at the federal level for employers with 15 or more employees [2].
It's important to understand that reasonable accommodations are determined case-by-case, considering your specific limitations and job requirements. The goal is to remove workplace barriers that prevent you from performing jobs you could otherwise do with appropriate modifications [1].
Examples of common workplace accommodations
Workplace accommodations come in many forms, depending on individual needs. Here are some common examples:
- Physical modifications: Installing ramps, providing ergonomic furniture, rearranging workspaces for accessibility [3]
- Schedule adjustments: Part-time or modified work schedules, flexible hours for medical appointments, telecommuting options [4]
- Job restructuring: Reassigning non-essential tasks, modifying how work is performed [2]
- Equipment and technology: Screen readers, magnification software, specialized communication devices, modified equipment [3]
- Policy changes: Allowing service animals, adjusting workplace policies, providing additional breaks [5]
- Communication support: Sign language interpreters, written instructions, visual aids [3]
These accommodations need not be expensive or complicated. A survey by the Job Accommodation Network found that 58% of workplace accommodations cost absolutely nothing to implement, while those with a cost averaged about $500 [6]. Furthermore, 75% of employers reported that their accommodations were "very effective" or "extremely effective" [6].
How accommodations help you perform essential job duties
The central purpose of reasonable accommodations is enabling you to perform the essential functions of your job. Essential functions are the fundamental duties of your position—not marginal responsibilities that could be reassigned [7].
For instance, a teacher with arthritis who struggles with standing might receive a stool or modified classroom setup while still fulfilling the essential functions of teaching, classroom management, and grading [8]. However, an employer isn't required to eliminate essential functions altogether, such as exempting a delivery driver from driving [8].
Reasonable accommodations maintain productivity while accounting for disability-related limitations. They may include modifying how a task is performed rather than changing what the task is. Additionally, employers must maintain quality and quantity standards—the accommodation helps you meet those standards rather than lowering them [9].
Remember that you must still perform the essential functions of your job with or without accommodations [10]. The accommodation merely removes barriers that would otherwise prevent a qualified person with a disability from performing their role effectively.
Who Qualifies for Accommodations in California
California stands out nationwide for its expansive definition of disability, offering broader protections than federal law. Understanding who qualifies for reasonable accommodations helps you determine if you're entitled to workplace modifications that enable your success.
Definition of disability under California law
The California Fair Employment and Housing Act (FEHA) defines disability more inclusively than federal law. FEHA requires employers with five or more employees to provide reasonable accommodations for individuals with disabilities, whereas the Americans with Disabilities Act (ADA) only applies to employers with fifteen or more employees.
A key difference lies in the threshold for qualification. Under California law, a condition need only "limit" a major life activity, contrasting with the federal requirement that a disability must "substantially limit" major life activities. This crucial distinction means more Californians qualify for protection and workplace accommodations.
California's definition covers three main categories:
- Individuals with physical or mental impairments that limit major life activities
- People with a record or history of such impairments
- Those regarded or treated by employers as having a disability, even if no current limiting effects exist
"Major life activities" encompasses a broad range of functions necessary for self-sufficiency, including physical activities (walking, seeing, breathing), mental activities, social activities, and working.
Physical vs. mental disabilities
Physical disabilities under California law include any physiological disease, disorder, condition, cosmetic disfigurement, or anatomical loss that affects one or more body systems and limits a major life activity. These systems include neurological, immunological, musculoskeletal, respiratory, cardiovascular, reproductive, and others.
Examples of qualifying physical disabilities include:
- Mobility impairments requiring wheelchair use
- Visual or hearing impairments
- Epilepsy and seizure disorders
- Diabetes and heart disease
- Cancer-related conditions
- HIV/AIDS and hepatitis
- Pregnancy-related complications
Mental disabilities are equally protected and include any mental or psychological disorder that limits a major life activity. California specifically recognizes conditions often overlooked elsewhere, making the state particularly progressive regarding mental health accommodations.
Mental health conditions covered include:
- Depression and anxiety
- Bipolar disorder
- Post-traumatic stress disorder (PTSD)
- Intellectual or cognitive disabilities
- Learning disabilities
- Autism spectrum disorders
- Schizophrenia and obsessive-compulsive disorder
Importantly, California law defines medical conditions as a separate protected category, covering health impairments related to cancer diagnosis, history of cancer, or genetic characteristics.
Conditions that are not covered
Not all conditions qualify as disabilities under California law. Exclusions typically fall into two categories: behavioral conditions specifically excluded by statute and conditions considered too mild or temporary.
Excluded behavioral conditions include:
- Compulsive gambling
- Kleptomania and pyromania
- Sexual behavior disorders
- Current substance abuse disorders resulting from unlawful use of controlled substances
Additionally, conditions considered mild and temporary generally don't qualify. These include common colds, seasonal influenza, minor cuts or sprains, non-migraine headaches, and minor gastrointestinal disorders. These conditions are evaluated case-by-case based on their severity and duration.
Remember that California's disability protections extend beyond active conditions to include those with a history of disability known to the employer and those perceived as having a disability. This comprehensive approach reflects California's commitment to workplace inclusion and equal employment opportunity.
To qualify for reasonable accommodations, you must be able to perform the essential functions of your job with the accommodation in place. The accommodation simply removes barriers that would otherwise prevent qualified individuals from performing their roles effectively.
How to Request a Reasonable Accommodation
Requesting workplace accommodations in California involves a straightforward process that begins with clear communication. Once you've identified the barriers preventing you from performing essential job functions, you're ready to take the next step.
When and how to make the request
You can request reasonable accommodations at any time during your employment relationship—when applying for a job, after receiving a job offer, or during employment. Indeed, there's no deadline or "right time" to ask for accommodations. The best approach is to request an accommodation before your job performance suffers or conduct problems occur, as employers aren't required to rescind discipline that happened before they knew about your disability [11].
Making the request itself requires no special language or formal procedures. You simply need to inform your employer that you need an adjustment or change at work for a reason related to a medical condition. You don't need to mention the ADA or use the phrase "reasonable accommodation" [11]. The request can be:
- Made verbally or in writing
- Submitted by you, a family member, health professional, or other representative acting on your behalf
- Presented to your supervisor, HR department, or designated accommodation coordinator [12]
What to include in your request
When requesting accommodations, be clear and specific about:
- The workplace barriers you're experiencing
- How these barriers relate to your medical condition
- Your specific accommodation ideas
- How the accommodation will help you perform essential job functions [13]
Remember that you control how much medical information to disclose initially. You might begin by simply explaining what you're having trouble doing, that it relates to a disability, and what accommodations you believe would help [14].
Should you use a form or write a letter?
The ADA doesn't require specific forms or formats for accommodation requests [13]. Essentially, you have three options:
First, check if your employer has an established accommodation request process or forms. If so, use their system for documentation purposes.
Second, even if not required, consider putting your request in writing to create a paper trail. This documentation can be valuable if disputes arise about whether or when you requested accommodation [11].
Third, if you prefer not to put your request in writing initially, note that your employer might still document your verbal request or ask you to complete a form afterward [11].
Tips for communicating with your employer
The accommodation process works best as a collaborative dialog. Consequently, these communication strategies can help:
Be solution-focused: Suggest specific accommodations rather than expecting your employer to identify solutions. You often know best what will work for your situation [15].
Maintain ongoing dialog: Accommodation requests start an "interactive process" between you and your employer. Stay engaged throughout this conversation [14].
Focus on productivity: Frame accommodations in terms of how they'll help you perform your job effectively rather than focusing solely on legal requirements [15].
Provide only necessary information: Initially, you might limit the medical information you share. Nevertheless, be aware that employers have the right to request additional documentation to verify your disability and need for accommodation [16].
Follow up appropriately: If you don't receive a timely response, politely follow up. Although no specific timeframe is mandated by law, unnecessary delays in responding to or implementing accommodations could violate the ADA [16].
The Interactive Process Explained
Once you've requested a reasonable accommodation, a structured dialog begins between you and your employer. This critical exchange, known as the interactive process, helps determine the most appropriate workplace modifications for your situation.
What is the interactive process?
The interactive process serves as a collaborative conversation between you and your employer to identify effective reasonable accommodations. This good-faith exchange involves sharing information about your limitations, discussing job requirements, and exploring potential solutions. Think of it as a partnership rather than a one-time request—a back-and-forth that helps find the best accommodation for your specific needs.
Your employer's legal obligations
Under California law, employers must engage in a timely, good-faith interactive process upon becoming aware of your potential need for accommodation. This awareness can occur through your direct request, observation of performance issues, or information from third parties.
Your employer's legal responsibilities include:
- Promptly acknowledging your accommodation request
- Maintaining confidentiality regarding your medical information
- Considering your preferred accommodations
- Offering alternative solutions if your requested accommodation causes undue hardship
- Implementing agreed-upon accommodations without unnecessary delay
Notably, failing to engage in the interactive process is itself a violation of California's Fair Employment and Housing Act, regardless of whether a reasonable accommodation was ultimately possible.
What to expect during the process
Throughout the interactive process, your employer may request medical documentation confirming your disability and need for accommodation if your condition isn't obvious. After gathering necessary information, you'll typically participate in a meeting to discuss:
- Your specific job-related limitations
- Essential functions of your position
- Potential accommodation options
- Implementation timeline and details
The employer will then determine which accommodation to implement, considering both effectiveness and business impact. To that end, they have the right to select a different accommodation than what you requested, provided it effectively addresses your needs.
What happens if your employer doesn't respond
In the event that your employer ignores or unreasonably delays responding to your accommodation request, you have several options. First, follow up in writing to document your attempts to engage. If problems persist, you may file a complaint with the California Civil Rights Department or the Equal Employment Opportunity Commission, as unreasonable delays can constitute a failure to accommodate under the law.
What to Do If Your Request Is Denied
Facing a denial of your reasonable accommodation request can feel discouraging, but several options remain available. Understanding your next steps is crucial for protecting your workplace rights.
Understanding undue hardship
Employers may legally deny accommodation requests that would cause "undue hardship" to their business. Undue hardship means the accommodation would require significant difficulty or expense, not merely inconvenience. Factors considered include the accommodation's cost relative to the employer's size, resources, and business structure. Remember that this is a high legal threshold—generalized concerns without objective evidence are insufficient for denial.
Filing a complaint with the CRD or EEOC
If internal resolution attempts fail, you can file a formal complaint with California Civil Rights Department (CRD) or Equal Employment Opportunity Commission (EEOC). For employment cases in California, you must submit your complaint within three years of the last incident. The agency will investigate your claim and may attempt conciliation between parties.
When to consider legal action
Consider legal action if your employer:
- Refuses to engage in the interactive process
- Denies reasonable accommodations without valid justification
- Retaliates against you for requesting accommodations
After filing with CRD or EEOC, you'll eventually receive a "right-to-sue" letter allowing you to proceed with a lawsuit.
How an employment lawyer can help
An experienced employment attorney can:
- Evaluate your case's strengths and weaknesses
- Navigate complex filing deadlines and procedures
- Negotiate with your employer
- Represent you throughout investigations
- Build a strong legal case if litigation becomes necessary
Conclusion
Advocating for reasonable accommodations represents a fundamental right for California workers with disabilities. Throughout this guide, we've seen that requesting workplace accommodations involves straightforward communication, proper documentation, and participation in the interactive process. The path toward suitable accommodations begins with understanding your rights and clearly articulating your needs.
Remember, California law provides broader protections than federal standards, covering a wide range of physical and mental conditions that might not qualify elsewhere. Additionally, most employers discover that accommodations cost little or nothing to implement while significantly improving employee productivity and retention.
Should you face resistance when requesting accommodations, don't lose hope. First, try resolving the issue internally through follow-up conversations with your supervisor or HR department. If that fails, you have options through the California Civil Rights Department or EEOC. Last but certainly not least, consulting with an employment attorney can help safeguard your rights when other approaches prove ineffective.
The reasonable accommodation process works best as a collaborative effort between you and your employer. By approaching this process with knowledge and confidence, you create the conditions for workplace success despite any limitations. Your right to equal opportunity in the workplace matters – therefore, advocating for appropriate accommodations ensures you can contribute your talents and skills fully, benefiting both yourself and your employer.
Call Setyan Law at (213)-618-3655 for a consultation.
Call Setyan Law at (213)-618-3655 to schedule a free consultation.
